3.3 Configuring the Exchange Adapter

The NetIQ Aegis Adapter for Microsoft Exchange Server (Exchange adapter) allows Aegis to communicate with Exchange Server to:

  • Initiate work items as a result of an email sent to a particular mailbox

  • Send an email from a particular mailbox during the course of a workflow

  • Pause a workflow and wait for an email sent to a particular mailbox

  • Extract and save attachments from an email

The Exchange adapter includes a library of workflow activities that Process Authors can use in the Workflow Designer. For more information about activities or activity libraries, see the Process Authoring Guide for Aegis.

The following table provides an overview of tasks to configure the Exchange adapter.

 

Checklist Items

  1. Configure the Exchange Server computer. For more information, see Section 3.3.1, Configuring Microsoft Exchange Server.

  1. Install Outlook and configure the profile. For more information, see Section 3.3.2, Installing and Configuring Microsoft Outlook.

  1. Configure the profile to monitor additional mailboxes. For more information, see Section 3.3.3, Monitoring Multiple Mailboxes.

  1. Enable the Exchange adapter. For more information, see Section 3.3.4, Enabling the Exchange Adapter.

3.3.1 Configuring Microsoft Exchange Server

Before you configure the Exchange adapter on the Aegis Server computer, ensure the following:

  • The Exchange Server computer is in the same domain as the Aegis Server computer. If the two computers are not in the same domain, the Exchange Server computer does not recognize the Exchange adapter credentials. For more information about configuring domains in your environment, see the appropriate Microsoft documentation.

  • Your Exchange administrator creates an Exchange account for the Aegis application credentials. If an Exchange account does not exist for the Aegis application credentials, you cannot properly configure the profile in Outlook. For more information about the Aegis application credentials, see Section 2.2.5, Understanding Aegis Application Credentials.

3.3.2 Installing and Configuring Microsoft Outlook

Before you configure the Exchange adapter on the Aegis Server computer, you must install and configure Outlook on the Aegis Server computer. For more information about installing Outlook, see the appropriate Microsoft documentation.

NOTE:If your Aegis Server computer belongs to a cluster, install Outlook on each node in the cluster.

After you install Outlook, you must configure the default profile, typically named Outlook, to use the Exchange account for the Aegis application credentials. When the Exchange adapter detects a new email in the mailbox, it sends an event to Aegis.

NOTE:NetIQ recommends you use only the default Outlook profile with the Exchange adapter. If you need to monitor more than one account, you can associate additional mailboxes with the Outlook profile. For more information about monitoring multiple mailboxes, see Section 3.3.3, Monitoring Multiple Mailboxes.

To configure the profile in Outlook:

  1. Log on to the Aegis Server computer using the Aegis application credentials.

  2. Start Outlook.

  3. In the configuration wizard, ensure the following values are set:

    Option

    Value

    E-mail Accounts

    Yes

    Manually configure server settings or additional server types (2007 only)

    On

    Server Type (2003)

    Choose E-mail Service (2007)

    Microsoft Exchange Server (2003)

    Microsoft Exchange (2007)

    Microsoft Exchange Server

    The name of the Exchange Server computer, such as ExchServ01.

    Use Cached Exchange Mode

    Off

    User Name

    The name of the mailbox your Exchange administrator set up for the Aegis application credentials. For example, Aegis Admin.

  4. If the Aegis Server computer belongs to a cluster, repeat Steps Step 1 through Step 3 on each node in the cluster.

3.3.3 Monitoring Multiple Mailboxes

Using the Mail applet in Control Panel on the Aegis Server computer, you can associate additional mailboxes with the Outlook profile. When the Exchange adapter detects a new email in an associated mailbox, it sends an event to Aegis. For more information about adding additional mailboxes to the profile, see the appropriate Microsoft documentation.

NOTE:

  • If the Mail applet is not available, ensure you have installed Microsoft Outlook and configured the default profile. For more information about configuring the profile, see Section 3.3.2, Installing and Configuring Microsoft Outlook.

  • After you use the Mail applet to make changes, restart the Namespace Provider service.

  • If your Aegis Server computer belongs to a cluster, ensure you make the same changes to the Mail applet on each node in the cluster.

For each mailbox you associate with the profile, ensure your Exchange Administrator grants read and send privileges to the Exchange account for the Aegis application credentials.

WARNING:

  • Any user that logs on to the Aegis Server computer using the Aegis application credentials and starts Outlook can see the email for all monitored mailboxes.

  • The size of the monitored mailboxes affects the response time of the Exchange adapter. NetIQ recommends deleting old emails from monitored mailboxes on a regular basis.

3.3.4 Enabling the Exchange Adapter

After you configure the Exchange Server computer and install Outlook on the Aegis Server computer, you can enable the Exchange adapter to monitor one or more mailboxes.

To enable the Exchange adapter:

  1. Log on to the Aegis Server computer with an Administrator account.

  2. In the NetIQ program group, click Aegis > NetIQ Aegis Adapter Configuration Utility.

  3. In the left pane, click Email Accounts.

  4. On the Edit menu, click New Entry.

  5. In the view pane, click Monitor Microsoft Exchange Server accounts.

  6. Provide a description, and then click Exit.

  7. Restart the NetIQ Aegis Namespace Provider service.

    NOTE:

    • If the Aegis Server computer is part of a cluster, restarting the NetIQ Aegis Namespace Provider service updates all nodes in the cluster.

    • If you do not restart the Namespace Provider service, the Configuration Console displays an error the next time you attempt to log on.

  8. If there are any open instances of the Configuration Console, restart them to see the changes to the NetIQ Mail provider.